Ancillary/Affiliate Meeting Space Program

The American Society of Anesthesiologists (ASA) welcomes affiliated organizations, industry and other groups to gather meet and host special events in conjunction with the ANESTHESIOLOGY® 2016 annual meeting.

The ANESTHESIOLOGY 2016 annual meeting brings together more than 16,000 professional attendees committed to raise and maintain the standards of the medical practice of anesthesiology and improve the care of the patient.
 
This presents a prime opportunity for affiliates of ASA – exhibitors, corporate supporters, and related organizations – to hold meetings and events in connection with the five-day ASA annual meeting. ASA encourages affiliates to take advantage of this opportunity and has established a set of guidelines to be followed when planning and hosting ancillary meetings during the ASA annual meeting. All ancillary meetings held in conjunction with the ASA annual meeting and must adhere to these guidelines, regardless of the meeting location.

Definition of an Ancillary/Affiliate Event
Ancillary events are non-ASA sponsored events such as committee meetings, business meetings, focus/research groups, Exhibitor staff meetings, alumni gatherings, receptions, and event dinners.

Guidelines for Ancillary/Affiliate Meeting Requests
Meeting space is limited and Ancillary Meeting/Event Room Requests that comply with these guidelines will be considered on a first-come, first-served basis. A violation of these guidelines will be attributed to all parties related to that meeting/event request. All ancillary meetings held during the annual meeting must be approved by ASA.

To obtain approval, an Affiliate application or Exhibitor application must be completed.

Each Ancillary Meeting/Event Room Request Application must include:
Identity of the sponsoring affiliate organization or company requesting the ancillary meeting.
Date start time, and end time of the ancillary meeting/event.
Contact name and affiliations of persons responsible and conducting the ancillary meeting.
Description of the purpose and objectives of the ancillary meeting/event.
Signature release of the ancillary application.

A non-refundable administrative fee on all exhibitor application requests, and will be charged at the time of submission. Requests will be considered on a space available basis. All requests are scheduled at ASA’s discretion and can be cancelled. Space for ancillary meetings will be provided only to requestors who are affiliated with ASA, such as subspecialty society’s ASA-related affiliates, exhibitors, corporate supporters, nonprofit organizations, and ASA members.

Designated hotels in the ASA room block will not reserve meeting rooms/function space for ancillary meetings for any individuals/organizations during the annual meeting without prior approval from ASA.

The affiliate contact is responsible for all costs associated with the approved ancillary meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the assigned hotel to make arrangements and finalize billing.

Approved Dates and Times of Ancillary/Affiliate Meetings
ASA strictly enforces the blackout dates/times at the request of our members and affiliates, who often feel torn between ASA sessions and non-ASA meetings and events. Ancillary events must not overlap with scientific sessions or poster presentations or designated ASA programming, as outlined under the annual meeting schedule. The following table provides approved dates and times during which ancillary meetings are permitted.

To Request Meeting Space
Please review the Meeting/Event Space Request Terms & Conditions of the application. Provide a Signature of Agreement to the Meeting Space Request Terms and Conditions. Submit one meeting/event space request application for each meeting/event room requested.

AFFILIATE APPLICATION

EXHIBITOR APPLICATION

Return completed affiliate applications via email to the attention of Intersociety Relations Manager Sarah Braun at s.braun@asahq.org, or fax to (847) 825-1692.

Return completed exhibitor applications via email to the attention of Meetings Coordinator Kristin Etherton at k.etherton@asahq.org,  or fax to (847) 825-2085.

All changes to meeting space requests must be made in writing and submitted to the ASA for review. Approval is required for all ANESTHESIOLOGY 2016 annual meeting affiliate/ancillary events, independent of whether the organization is requesting function space. 

To Request Meeting Space with Payment by Credit Card
Submit application via Email/Fax, to submit a meeting space request form and pay by credit card please complete application and submit to the ASA Meetings & Exhibits Department, to the attention of Intersociety Relations Manager Sarah Braun at s.braun@asahq.org, or fax to (847) 825-1692.


To Request Meeting Space with Payment by Check
Submit via Mail, to submit a meeting space request form with payment by check, please complete the information and return it with your payment to American Society of Anesthesiologists, ANESTHESIOLOGY 2016 - Ancillary Meeting Program, Attn. Intersociety Relations Manager Sarah Braun, 1061 American Lane, Schaumburg, Illinois 60173-4973. Make checks payable to "American Society of Anesthesiologists."

NOTE: ASA reserves the right to attend/monitor all ancillary meetings without notice. Violators will jeopardize participation in future ASA annual meetings and, if an exhibitor, their priority point standing may be impacted.

Questions/Inquiries
Affiliate questions: Please contact Intersociety Relations Manager Sarah Braun at s.braun@asahq.org, or phone at (847) 268-9270 with any questions or for more information.

Exhibitor questions: Please contact Meetings Coordinator Kristin Etherton at k.etherton@asahq.org, or phone at (847) 268-9202 with any questions or for more information.